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Travel Policy and Procedures for Student Organizations
The Student Organization Travel Policy and procedures govern travel for activities or events that are sponsored by a recognized student organization and authorized by Iowa State University. Travel authorization requests must be submitted and approved prior to travel so the university can properly manage liability issues for student organization travel.
How do student organizations receive authorization to travel?
The student organization must designate a member of the travel party to serve as the Trip Coordinator. This person is responsible for submitting information through the Student Organization Travel Authorization (SOTA) system.
Student organization travel must relate to the purpose of the organization and comply with the policies of the Board of Regents, State of Iowa, and Iowa State University. The purpose of student organization travel and transportation to and from the event will be reviewed and authorized by the group's advisor, group's treasurer and the Office of Risk Management or Recreation Services (Sports Clubs) prior to travel.
What if we want to take a university vehicle?
By connecting to the Student Organization Travel Authorization (SOTA) system, you will have the option to link to Vehicle Reservations at ISU Transportation Services. University vehicles are available for use by student organizations, but specific travel policies and procedures apply and must be acknowledged prior to their use.
What if we will be driving our own vehicles?
The same travel authorization process applies. By connecting to the Student Organization Travel Authorization (SOTA) system and completing the general travel information, you will receive an option to link to information regarding use of personally owned vehicles. This link will connect you to policy information and the waiver and release of liability forms. GSB funding allocations can not be used to cover the costs of non-university vehicles used for travel.
What is the timeline for submitting travel plans for authorization?
Trip Coordinator Responsibilities
The student organization must designate a member of the travel party to serve as the Trip Coordinator. The Trip Coordinator is responsible for submitting travel authorization requests through the Student Organization Travel Authorization (SOTA) system for each trip. Trip Coordinators must travel with the organization and act as liaison for their student organization during the approval process and on the trip. The Trip Coordinator should confirm receipt of appropriate travel documents with the staff of either the Office of Risk Management or Recreation Services (Sport Clubs). When necessary, the Trip Coordinator may need to meet with staff to review and evaluate the completed Student Organization Travel Authorization information.
When using a 12- or 15-passenger van or a vehicle towing a trailer, the Trip Coordinator must ensure that drivers for the trip have completed Large Passenger Van training. Drivers who need to complete this training must contact Transportation Services and allow for enough time to register for and complete the next available class. These classes are available only through Transportation Services and are usually offered monthly.